Conveyancing Paralegal / Conveyancing Assistant – AU Property Law

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Open and manage matters in Smokeball and PEXA.

• Accurately enter and manage details for clients, agents, lenders/brokers, and solicitors.

• Perform conflict checks and verification of identity (VOI) processes.

• Send out welcome correspondence and documentation for costs disclosure.

• Keep precise matter records and track key dates throughout the lifecycle of the file.

• Organize and save all correspondence and documents within the file system.

• Upload and review contracts along with supporting searches.

• Assist in reviewing titles, easements, covenants, and planning documentation.

• Prepare notes for contract reviews and client summary correspondence.

• Coordinate amendments, negotiations, and special conditions.

• Oversee finance, pest and building inspections, and cooling-off requirements.

• Manage execution and exchange processes.

• Communicate with brokers, lenders, agents, and other solicitors throughout the transaction.

• Handle requisitions, discharge authorities, and settlement requirements.

• Accurately maintain and update PEXA workspaces in a timely manner.

• Prepare settlement figures and adjustment worksheets.

• Coordinate settlement logistics and ensure completion of settlements.

• Keep clients and all relevant parties informed throughout the transaction.

• Finalize registration and title confirmations.

• Prepare final reporting and invoicing correspondence.

• Close PEXA workspaces and archive completed files.

• Ensure all matter documentation is complete and accurately saved.

• Assist with client follow-ups and review requests as necessary.

⛳️ Requirements

• Prior experience in residential conveyancing or property law support within the Australian market.

• Strong familiarity with Smokeball and PEXA; hands-on experience with both platforms is highly preferred.

• Exceptional file management and organizational skills with a keen attention to detail.

• Proficient in written and verbal English communication; capable of interacting with clients, agents, brokers, and solicitors in a professional and efficient manner.

• Ability to handle competing deadlines across a high-volume workload without sacrificing accuracy.

• Comfortable working within a structured supervisory environment with clear reporting lines and accountability expectations.

• Skilled in identifying issues early and escalating them appropriately without needing prompts.

• Resilient, straightforward, and self-reliant; thrives in a fast-paced, no-nonsense working environment that values accountability and proactive problem-solving.

• Experience in supporting a high-volume conveyancing or property law practice in Australia (desirable).

• Familiarity with Australian title, planning, and search documentation across various states (desirable).

• Experience collaborating with outsourced or remote legal teams (desirable).

• Exposure to regular file review processes and working within a clear supervisory framework (desirable).

• Proven track record of matters progressing efficiently with minimal follow-up required from supervising solicitors (desirable).

🏝️ Benefits

• Competitive salary with opportunities for professional development.

• Supportive and dynamic work environment.

• Flexible working arrangements to promote work-life balance.